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Facilities Management

FMIS

FMIS is our facilities management software. People outside of Facilities Management use it to request and monitor work orders for our services. Most departments have admin staff who have access to FMIS.

We also use FMIS for:

  • facilities billing
  • space allocation
  • hazardous materials management
  • capital project management

FMIS stands for Facilities Management Information System. It's based on the cloud software FAMIS 360 by Accruent.

Details

For
Designated employees
Cost
Free
Platform
Web

We recommend using Chrome as your browser. The vendor prioritizes testing and fixing bugs in Chrome. They also support Firefox, Safari and Edge, but you're more likely to have technical problems with them.

Get access to FMIS

You can request access to FMIS or your supervisor can request it for you. All FMIS requests must be approved by a department admin (someone with signing authority over a FAST account).

Once you have access, you can go to FMIS from Online tools. It can take 1 business day for the link to appear in your Online tools menu.

Sign in FMIS

Once you have access, you can go directly to FMIS using a browser bookmark/favourite or a link on this website. If you don't already have an account, you'll see an error message with the title "SAML Debug Mode".

Create a new work order

FMIS web UI open to the Create Request form
Your FMIS request should include the location where the work needs to be done, a clear description of the work or problem, and a FAST account for any charges.
  1. In your web browser, go to FMIS through Online tools.
  2. Go to Create request. You can use the link in the sidebar or the tab at the top of the page. (You may not need to do this. FMIS usually opens to this page automatically.)
  3. Identify where the work is needed in the first 3 fields.
    • Property will be the building or outdoor area.
    • If you selected a building, select a floor. Use “_General” for work that applies to multiple floors and outdoor spaces.
    • Select a space. This could be a room number, stairwell (S##), or elevator (L##). Replace ## with the stairwell or elevator number.
      • If the location doesn’t have a name plate (like most hallways), you can use the visual map to find their room numbers. Alternatively, you select “_General” and describe the location with your request. If you do that, be as accurate and specific as possible.
  4. Choose a type. The most common work order types are repair, adjust, install and uninstall.
  5. Choose a sub type. The sub types that are listed depend on the type you chose.
  6. Describe the work that needs to be done. Provide as much relevant detail as you can.
  7. Optional: add watchers if you want. Watchers are other FMIS users who can see the work order. This is useful if you want to include a department admin, supervisor or another employee.
  8. In the accounts section, select + add account detail. Select a billing type.
  9. Select + add new on the next line, after account string and percentage.
  10. Enter a FAST code and select add. If you’re not sure what FAST code to use, ask your supervisor.
    • An account is required, but we won’t charge it if the work is a base service.
      You can find more details in our service rates.
  11. Go to the end of the form and select OK.

Once you’ve created the work order, we’ll:

  • assess its priority 
  • assign a staff member to the work
  • contact you by phone or email if we need more information

To get updates on your work order, return to FMIS and go to My requests.

Manage your work orders

Update a work order

You can update a work order after you’ve submitted it. Whoever has been assigned to do the work will be notified that there’s been a change.

  1. In your web browser, go to FMIS through Online tools.
  2. Go to My requests. You can use the link in the sidebar or the tab at the top of the page.
  3. Find the request you want to update in the list and select the request ID.
  4. Go to the Update request section in the form. You may have to scroll down.
  5. Enter the new information in General comments.
  6. Go to the end of the form and select Update.

See charges for your work order

For transparency, we’ll update your work order with a fully itemized list of labour, materials and other costs for the work we’ve done. To see the list:

  1. In your web browser, go to FMIS through Online tools.
  2. Go to My requests. You can use the link in the sidebar or the tab at the top of the page.
  3. In the list, find the request you want to see the charges for and select the request ID.
  4. Find the text link labelled “Work Order - Financial.” It should be near the top of the page near General information.

Other requests

Key and lock changes

Requests related to keys and locks use a custom form. These requests require additional approvals.

Key and lock change requests in FMIS
311KB PDF file

Accessibility

Accruent's user interface meets most WCAG 2.1 standards. If you'd like to report an accessibility issue with the software, contact us. We'll create a support ticket asking them to resolve it.

If you're not able to use FMIS to create or check on your request, contact us for help.

Support

If you need help or have questions about FMIS, email the UVic FMIS administrator team.